Crossing Borders

Employee & Visitor Travel

Penn Affiliated Travel

When planning Penn-affiliated travel outside of the U.S., please refer to the Travel Guidance section of our website, where you will find important information about:  

Penn Employee Travel for Extended Time Outside the U.S.  

Penn employees who will travel outside the U.S. for 30 days or more must also adhere to Penn’s Working Abroad Guidance and submit a Work Abroad Request at least 4 weeks prior to departure. 

Visitors Traveling to the U.S. 

If you plan to bring a foreign person to the US, they will need to obtain a visa that is appropriate to the nature of their visit. As U.S. immigration processes and applications can take substantial time, you should begin this process well in advance. 

Depending on the length of stay, whether or not the individual will be compensated, and the type of activity they will conduct, different visa requirements may apply. For information and guidelines regarding which immigration status is most appropriate, consult with International Students and Scholars Services (ISSS) and read ‘Hiring Internationally’ – Guidelines for Onboarding Foreign Nationals. 

People Traveling with Technology 

International travel for Penn employees introduces new risks to your data and devices. We encourage you to also consult Penn’s Office of Information Security and to familiarize yourself with their information on Data Security on Foreign Travel.  

Exporting and Importing

Export Considerations

Export control laws (ECLs) are federal regulations that govern how information, technologies, and commodities can be transmitted to anyone internationally (including to U.S. citizens abroad or to foreign nationals in the United States) and prohibit the unlicensed export of certain items and services.

When traveling out of the country, everything you take is considered an export and therefore subject to U.S. export control regulation–even if you bring it back. It is important to ensure that Penn-owned material and equipment, including laptops, tablets, smartphones, software, and other devices, are compliant with U.S. export control regulations – even if the items are low-value or temporarily transferred. To help ensure your export is compliant with regulations:

License Determination for Activities Abroad

A license determination for exported information, technologies, and commodities will depend on several factors. Most academic international collaborations, shipments, and/or travel will not require a license.

However, activities in certain countries may require a license regardless of the items involved. The Export Compliance Office in the Office of Research Services can help make this determination.

The Export Compliance Office should be contacted if Penn-owned equipment is involved in an incoming or outgoing shipment, or if the travel involves China, Cuba, Iran, North Korea, Russia, Syria, Ukraine, and/or Venezuela.

Import Considerations

If you’re bringing goods into the U.S. from abroad, coordinate with Geodis, Penn’s preferred customs broker. Using Geodis ensures:

• Compliance with U.S. Customs regulations
• Accurate classification and valuation of goods
• Timely and efficient customs clearance

Contacting Procurement Services

If your School or Center is leading a procurement that involves international sourcing, importing, or exporting, Procurement Services is here to support you. Contact Procurement Services at sourcing@upenn.edu for strategic guidance or for help navigating global trade challenges.

More Resources on Ingoing and Outgoing Shipments

• Export Compliance
• Shipment Decision Tree
• Shipping | Penn EHRS
• Import & Export | Penn EHRS
• Shipping Resources
• Sanctioned & Embargoed Countries
• Traveling with Penn-owned Equipment

Tariffs & Foreign Import Duties

Best Practices

While the U.S. does not typically impose tariffs on exports, many destination countries do charge import taxes, VAT, or customs fees—even on donated or research-use materials. Penn cannot waive or reimburse foreign customs fees paid by your recipient unless explicitly agreed in advance. To avoid surprises, follow these best practices: